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SUCCESS STORIES

Automating Site and Team Provisioning

2022

October

Challenge

KraussMaffei needed a way to automate the approval process and creation of new SharePoint sites and Microsoft Teams, relieving the IT department from numerous requests. The process required automatic determination of the requestor's cost centre for internal cost allocation, mandatory assignment of at least two site owners, and inclusion of at least one Microsoft 365 champion. The approval process needed to be routed to the employee’s manager for approval before site creation.

KraussMaffei Technologies GmbH

Manufacturing

Automating Site and Team Provisioning

Munich, Germany

KraussMaffei, based in Munich, Germany, is a leading manufacturer specializing in advanced machinery for plastic and rubber processing. Known for their innovative solutions and commitment to quality, they serve a wide range of industries, enhancing efficiency and productivity through cutting-edge technology.

Solution

We developed an automated solution that streamlined the site and team creation process:


  • Canvas App in Microsoft Teams: We created a canvas app embedded in Microsoft Teams to serve as the request form. This app allowed employees to submit requests for new sites and teams.

  • Cost Centre and Manager Identification: The cost centre number and the approval manager of the requestor were populated in the Azure AD user object as extension attributes. An Azure Function with Graph API access retrieved these values when the form was opened, triggered by a Flow.

  • Request Storage and Notification: Requests were stored in a SharePoint list. Managers received notifications of new requests via email and their Teams application.

  • Automated Approval and Site Creation: Once a manager approved the request, a Flow invoked an Azure Function that utilised PnP.PowerShell to create and configure the SharePoint site. This function also added all requested owners and users to the site and sent notifications upon successful creation.

Outcome

The implementation of this automated provisioning system was a significant success. It reduced the burden on the IT department by streamlining the creation of SharePoint sites and Teams, ensured proper cost allocation, and enforced necessary administrative roles. The system's automation and integration with existing Microsoft tools enhanced efficiency and user satisfaction within KraussMaffei.

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